Scheduler

The scheduler is responsible for coordinating services and shifts between clients and caregivers. This includes implementing schedules, ensuring adequate staffing, and maintaining continuity of care to meet clients' needs effectively. Our scheduling process is complex and involves many moving parts, including various locations and time slots, as we provide services 7 days a week, 365 days a year.

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

The Scheduler has accountability for the following functions/tasks:

• Using judgement and discretion, effectively schedule caregiving staff, coordinate client services and manage caseload. Schedule appropriate caregiving staff, based on competency and availability, to provide quality care to clients.
• Maintain computer schedules and ensure real time entry of scheduling and care related information for clients and caregivers.
• Communicate clearly with clients and caregivers regarding day-to-day scheduling changes.
• Enter and maintain client and caregiver information into the scheduling software system.
• Monitor telephony logs on a daily basis, making appropriate corrections to the system to facilitate accurate processing of payroll and billing.
• Regularly update the direct supervisor about open shifts after making an exhaustive effort to staff the shifts.
• Generate timely reports on filled versus unfilled client hours for direct supervisor. Monitor case metrics i.e.) gross margin, overtime and unfilled hours.
• Communicate and reinforce Visiting Angels policies and procedures. Maintain knowledge of and follow/enforce Visiting Angels and state/contract regulations.
• Document all pertinent situations and interactions with clients, families and referral sources to ensure coordination and continuity of care.
• Together with entire staff, answer phones, greet visitors and generate correspondence as necessary to meet client, caregiver and office needs.
• Participate in 90-day, annual evaluations and performance improvement plans for the caregiver team.
• Maintain positive relationships with clients and their families, prospective clients, caregivers, prospective employees, fellow team members and referral sources.
• Respond to emergency situations professionally and calmly.
• Maintain a high level of professionalism and demeanor.
• Practice good time management, problem solving, follow instructions and complete work assignments.
• Maintain absolute confidentiality of all information pertaining to clients, including clients families and other employees.
• Make timely, well-informed and appropriate decisions by examining all the relevant and available facts; explore alternatives and commit to action
• Support change and communicate about it positively with employees.
• Demonstrate self-motivation, self-direction, organizational skills, flexibility and the ability to coordinate multiple tasks simultaneously.
• Ability to communicate effectively with co-workers, leadership team, supervisors, clients and family, ability to listen without imposing personal values or beliefs.
• Engage in constructive problem solving and the exploration of new ideas.
• Build and maintain strong relationships with clients, clients family members and caregivers through frequent communication and addressing concerns promptly.
• Strictly comply with all laws, rules and regulations.
• Work independently and proactively with minimal direction and/or supervision.
• Generate goodwill for the business with clients, their family members and other referral sources.
• Provide timely and effective feedback to the management.
• Maintain regular and predictable attendance.
• Present a well-groomed image that reflects the professionalism of the business.
• Plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.
• Work independently and proactively with minimal direction and/or supervision.
• Generate goodwill for the business with clients, their family members and other referral sources. Demonstrate a strong commitment to client service excellence.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• High school diploma and two years of experience in an office setting, preferably in the home care industry.
• Successfully complete all and ongoing compliance with licensing, certification, continuing education, background checks, drug and alcohol testing, Office of Inspector General (OIG) screening, and health assessments/other assessments as may be required under federal, state, or local law or per employer policy.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) applications, scheduling systems and other industry-related software.
• Ability to listen and communicate clearly, fluently, diplomatically both orally and in writing.
• Must have reliable transportation.